The mission of the Hoffman Estates Park District is to offer healthy and enjoyable experiences to our residents and guests

by providing first class parks, facilities, programs and services in an environmentally and fiscally responsible manner.

AGENDA

BUILDINGS & GROUNDS COMMITTEE MEETING

TUESDAY, FEBRUARY 20, 2018

7:00 P.M.

1. ROLL CALL

2. APPROVAL OF AGENDA

3. APPROVAL OF COMMITTEE MINUTES

January 16, 2018

4. COMMENTS FROM THE AUDIENCE

5. OLD BUSINESS

6. NEW BUSINESS

A. Library Project by Girl Scouts / M18-015

B. Demolition and potential sale of Twinbrook School Property / M18-011

C. Pine Park Storm Sewer Improvement Project / M18-007

D. Purchase of two Mowers / M18-014

E. Balanced Scorecard / M18-019

F. Parks Board Report / M18-018

G. Planning & Development Report / M18-012

7. COMMITTEE MEMBER COMMENTS

8. ADJOURNMENT

All meetings are held in the boardroom of the Scott R. Triphahn Community Center & Ice Arena at 1685 W. Higgins Road in Hoffman

Estates, unless otherwise specified. If an accommodation or modification is required to attend this public meeting please call 847-885-

8500 with at least 48 hours’ notice.

1

1685 West Higgins Road, Hoffman Estates, Illinois 60169heparks.org t (847) 885-7500 f (847) 885-7523

MINUTES

BUILDING AND GROUNDS MEETING

January 16, 2018

1. Roll Call:

A regular meeting of the Hoffman Estates Park District Building and Grounds

Committee was held on January 16, 2018 at 7:00 p.m. at the Triphahn Center in

Hoffman Estates, IL.

Present: Commissioner K. Evans, Comm Reps Friedman, Sernett,

Chairman McGinn

Absent: Comm Reps Bettencourt, Dekirmenjian, S. Triphahn

Also Present: Executive Director Bostrom, Deputy Director/A&F Director

Talsma, Rec/Facilities Director Kies, P&D Director Buczkowski,

Parks Director Hugen, Golf Director Bechtold

Audience: Commissioners Kilbridge, Bickham, R. Evans, Kinnane,

President Kaplan, Comm Rep Henderson

2. Approval of Agenda:

Commissioner K. Evans made a motion, seconded by Comm Rep Friedman to

approve the agenda as presented. The motion carried by voice vote.

3. Approval of the Minutes:

Comm Rep Friedman made a motion, seconded by Comm Rep Sernett to

approve the minutes of the December 12, 2017 meeting as presented. The

motion carried by voice vote.

4. Comments from the Audience:

None

2

1685 West Higgins Road, Hoffman Estates,llIinois 60169heparks.org t (847) 885-7500 f (847) 885-7523

B&G Committee January 16, 2018 – Page 2

5. Old Business:

None

6. New Business:

A. Parks Board Report and 4Q2017 Goals/M18-003:

Director Hugen reviewed the issue noting that the parks department had

already completed 10 burns. Chairman McGinn asked about outside

contractors and Director Hugen explained 3 sites were still done with an

outside service due to the close proximity of the homes to the sites.

Chairman McGinn also asked about the leak at BPC and Director Hugen

explained that it was being repaired, that the room was expected to open in

time for the February booking.

Commissioner R. Evans noted that this was the second occurrence and

Director Hugen explained that they had identified the issue and that routine

maintenance of the system twice a year should address it.

Comm Rep Friedman made a motion, seconded by Comm Rep Sernett to

send the Parks Board Report and 4Q2017 Goals / M18-003 to the board as

presented. The motion carried by voice vote.

B. P&D Report and 4Q2017 Goals/M18-001:

Director Buczkowski reviewed the issue. Commissioner K. Evans asked how

tennis courts could be evaluated in the snow and Director Buczkowski

explained that the district let the bid request out early, before the snow.

Commissioner K. Evans asked for additional explanation on the Architectural

Services for the Building Envelope. Director Buczkowski noted that part of the

CMP and GIS involved looking long-term into the replacement/repair of

facilities i.e. roofs, window replacements, flashing, glazing, etc. and that

presently the roof for TC was in need of repair/replacement. To that end a

bid was let for Architectural Services on this item and once a relationship was

established the park district could use the same architectural firm in

determining other building envelope issues.

Comm Rep Friedman made a motion, seconded by Comm Rep Sernett to

send the P&D report and 4Q Goals / M18-001 to the board as presented. The

motion carried by voice vote.

7. Committee Member Comments:

President Kaplan noted that it was a good start to the new year.

3

B&G Committee January 16, 2018 – Page 3

Comm Rep Friedman noted that he was happy to see the district supporting

Alex in his Eagle Scout project and asked for donation information.

Chairman McGinn said he was looking forward to conference.

8. Adjournment:

Comm Rep Friedman made a motion, seconded by Comm Rep Sernett to

adjourn the meeting at 7:18 p.m. The motion carried by voice vote.

Respectfully submitted,

Dean R. Bostrom

Secretary

Peg Kusmierski

Recording Secretary

4

Memorandum M18-015 To: Buildings & Grounds Committee From: Dean R. Bostrom, Executive Director

Dustin Hugen, Director of Parks and Facilities Services RE: Girl Scout Project – My Little Free Library Date: 2/7/2018

Background In November 2017, staff was approached by Sarah Johnson, leader of Saint Hubert Girl Scout Troop #40348. The troop is looking to add value to the Hoffman Estates Park District and would like to build and monitor a “Little Free Library” at the Sycamore Park playground area. The Girls Scouts’ decision to do this project goes beyond fulfilling their Girl Scout needs; they all wanted to be able to give back to the community by providing access to books 24/7. Little Free Libraries can be valuable assets that provide residents easy access to books and making reading a part of people’s everyday routines. They want to encourage people to read and help kids grow up to be thoughtful, engaged citizens like many Girl Scouts are. Little Free Libraries makes it easy and fun to get books by bringing books to people’s front yards, walking (or dog-walking) routes, neighborhood playgrounds, and parks.

Implications

Girl Scout Troop #40348 will be building a “Little Free Library” with funds raised by the Girl Scout Troop. The plans for the structure were pulled from:

http://boyslife.org/hobbies projects/projects/146078/how-to-build-a-little-free-library/amp/

The structure is 1 ½ by 2 feet and sits on a five foot post that is buried two feet in the ground, leaving the door to the books at 36 inches. The books for the Little Free Library are going to come from a book drive held by the Girl Scout troop at a local church and through Girl Scout services. Members of the troop will monitor the condition and contents once a month and keep it adequately stocked with child friendly books. Recommendation Staff is recommending to the board approval to place the Little Free Library at Sycamore Park. Staff is aware that content of the library will need to be checked more than once a month. It will be checked during park inspections along with normal routine park stops. The agreement between HE Parks and Girl Scout Troop #40348 regarding structural and content upkeep of the Little Free Library will be renewed on a yearly basis.

5

MEMORANDUM NO. M18-011

TO: Buildings & Grounds Committee

FROM: Dean R. Bostrom, Executive Director

Craig Talsma, Director A&F/Deputy Director

Gary Buczkowski, Director Planning & Development

Dustin Hugen, Director Parks & Facilities Services

RE: Demolition and Potential Sale of Twinbrook School Property

DATE: February 15, 2018

Background

Schaumburg Community Consolidated School District 54 Board of Education approved the

demolition known as Twinbrook Elementary School located at 1035 Ash Road in Hoffman

Estates. Twinbrook Elementary School is located adjacent to Birch Park which is owned and

maintained by HE Parks (see attached map).

Also attached is a letter which was sent to all property owners located within 300’ of the Birch

Park boundaries by Ric King, Assistant Superintendent of SD54. The letter addressed to Birch

Park residents stated SD54’s intent to demolish the school building and convert the property into

open green space. The letter also states that a public meeting will be held on February 20th

at

7pm at the Triphahn Center as part of the B&G committee meeting. As part of the public

meeting the park district will provide an overview of a proposed IGA whereby HE Parks would

purchase the land from SD54 following the demolition of Twinbrook Elementary School. As

part of the IGA, the park district would not purchase the property until the land is restored to

open green space per the park district’s approved grading and seeding plan.

Implications

Birch Park currently consists of 3.527 acres and includes a playground and intermediate size

soccer field. The Twinbrook property encompasses approx. 3.339 acres. If the park district

approves the IGA and proceeded with the purchase of the Twinbrook property, the land would

remain as open space with established turf until the park district completes its updated CMP

which is scheduled for completion in 2019. The CMP will address future plans for the entire

6.866 acres of property including both the existing Birch Park and the Twinbrook school

property. Public meetings will be held with residents regarding future development plans for

Birch Park (including SD54 property). As of 2/15/2018 the park district received no requests for

additional information from residents.

Recommendation

The purpose of the public meeting was to obtain public input regarding the proposed plans for

the park district to purchase the property once the land has been converted into open green space.

The proposed IGA will be presented to the A&F committee and Park Board on 2/27 to consider

the proposed IGA between HE Parks and SD54.

6

School District 54 October 9, 2012 Page 1

January 19, 2018

Birch Park Resident

460 E. Bluebonnet Lane

Hoffman Estates, IL 60169

Dear Birch Park Resident:

The purpose of this letter is to inform you that the Schaumburg Community Consolidated School

District 54 Board of Education approved the demolition of the property known as Twinbrook

Elementary School, located at 1035 Ash Road in Hoffman Estates. The Twinbrook Elementary

School, which is adjacent to Birch Park, will soon be demolished and turned into green space.

Internal abatement work is scheduled to begin in February, with external demolition set to begin

in late February or early March. Grading and seeding are scheduled to occur in April when the

weather accommodates such work.

The Hoffman Estates Park District will be discussing the opportunity to purchase the land from

the School District. This topic will be on the Park District agenda at their February Buildings &

Grounds meeting to be held at 7:00 pm on February 20, 2018, in the Board Room at the Triphahn

Center Ice Arena located at 1685 East Higgins Road, Hoffman Estates 60169. Community input

is encouraged. For further information please contact Dean Bostrom, Executive Director at 847-

885-7500 or dbostrom@heparks.org.

For further information, please contact Ric King at (847) 357-5039, or RicKing@sd54.org.

Sincerely,

Ric King

Assistant Superintendent, Business Operations

RK/jp

Enclosure

524 East Schaumburg Road Schaumburg, Illinois 60194 Phone 847/357-5011 FAX 847/357-5001 TTY 847/357-5076 http://sd54.org Andrew D. DuRoss Superintendent of Schools Ric King Assistant Superintendent Business Operations

7

SCHOOL DISTRICT 54Ensuring Student Success

8

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MEMORANDUM NO. M18-007

TO: Buildings and Grounds Committee

FROM: Dean R. Bostrom, Executive Director

Gary Buczkowski, Director of Planning and Development

RE: Pine Park Storm Sewer Improvement Project

DATE: January 30, 2018

Background:

Over the last ten years, the Village of Hoffman Estates has experienced street flooding

at the intersection of Winston and Firestone Drives in north Hoffman Estates. During

some of those storm events, water has backed up into the garage of the resident at

that intersection. The Village engineering department has looked at possible options to

eliminate the situation and ultimately has determined that the existing sewer network

which travels through Pine Park needs to be increased to accommodate the excess of

water. In the overall scheme of Village priorities, this problem ranks on the low end of

the scale of improvements because it only affects one resident.

Implications:

Recently, the Village has become aware that the Metropolitan Water Reclamation

District is currently taking applications for projects to alleviate storm water impacts

within Cook County. Given the situation on the corner of Winston and Firestone, Village

staff is considering an application to help fund the necessary storm sewer

improvements within Pine Park. If such an application were put forth, the Village would

not receive notice of acceptance of this project until late summer or early fall of 2018.

Currently, the Park District has set monies aside in the capital fund to rehab the existing

multi-use asphalt path on the west side of Pine Park. That project was scheduled to go

out to bid early February 2018 with construction to be completed by middle of summer

2018. If the storm sewer project were to be accepted, construction on the sewer would

not happen until spring 2019 at the earliest and would impact the recently completed

path project. See attached.

Recommendation:

Staff is recommending that the Pine Park Path rehab project be postponed until either

the grant is awarded or rejected. At such time, staff would recommend either going

out for bid late this fall or be included as part of the storm sewer project in the spring of

2019. Furthermore, staff recommends that the Park District partner with the Village on

this potentially combined project with a possible cost savings to the district.

9

10

MEMORANDUM M18-014

TO: Buildings & Grounds Committee

FROM: Dean Bostrom, Executive Director

Dustin Hugen, Director of Parks and Facilities Services

SUBJECT: Parks Services Mowers

DATE: February 7, 2018

Background

The 2018 capital budget has provided $118,000 for the purchase of two separate mowers designed for specific

applications needed by the District.

Department staff researched and tested various machines designed for two separate functions of our turf

maintenance program which include production and quality. In the District’s common areas, which make up

the vast majority of the turf, a machine is needed that can mow both aggressively and quickly as well as travel

singularly on the road.

Likewise the turf in our athletic fields require a machine specifically designed to mow at much lower heights

with less impact to provide a higher quality playing surface for the athletes. Having this second, more

application-specific machine will allow us to optimize our mowing schedule and provide the users with a much

better overall playing experience.

Implications

Parks department staff evaluated various mowers from all major manufacturers and determined that the Toro

Groundsmaster 5900-D and 3500-D would be the best fit. After checking competitive prices, staff is

recommending purchasing through Illinois State Contract Pricing and National IPA Contract Pricing which

would meet the District’s bid requirements. We located a suitable purchase partner through the National IPA

(account #NIPA0826) for the Toro Groundsmater 3500-D for $31,846.96. Using the Illinois State Contract,

we would purchase the Toro Groundsmaster 5900-D for $78,463.50. Both units are manufactured by Toro and

are available through the Illinois vendor Reinders Inc. The following mowers are the units mentioned above.

(1) 2018 Toro Groundsmaster 5900-D General Production Mower ($78,463.50)

(1) 2018 Toro Groundsmaster 3500-D Athletic Fields Mower ($31,846.96)

Recommendations

Staff recommends awarding a contract in the total amount of $110,310.46 for the purchase of (1) Toro

Groundsmaster 5900-D and (1) Toro Groundsmaster 3500-D mower to Reinders of Franklin Park, Illinois.

11

Attn:

Dear Dustin,

Thank you for the opportunity to quote your current equipment needs. Below is the configurationand pricing requested. If you have any questions or need additional information please call.

Qty. Model # Ea. Ext. Price1 31698 76,358.40$ $76,358.401 31604 2,105.10$ 2,105.10$

Sub-Total 78,463.50$ Tax

Total 78,463.50$

All pricing includes freight-in, set-up and delivery to your location.

State Contract

Account # 352002-MAINT January 11, 2018Hoffman Estates Park District

Dustin Hugen

2352 Hassell RoadHoffman Estates, IL 60195

DescriptionGM5900 Tier 4 Final Compliant (Road Lights Standard)Leaf Mulching Kit

Quote good for30 Days

12

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Attn:

Account # NIPA0826

Dear Dustin,

Thank you for the opportunity to quote your current equipment needs. Below is the configurationand pricing you requested. If you have any questions or need additional information please call.

Qty. Model # Ea. Ext. Price1 30807 31,846.96$ 31,846.96$ 1 308413 30836

Sub-Total 31,846.96$ Tax -$

Total 31,846.96$

All pricing includes freight-in, set-up and delivery to your location.

Quote good for30 Days

DescriptionGM 3500-DWork Light KitLeaf Mulching Kit (order 1 per deck)

2352 Hassell Road National IPA PricingHoffman Estates, IL 60195

Account # 352002-MAINT January 11, 2018Hoffman Estates Park District

Dustin Hugen

13

f~_..'".-

MEMORANDUM NO. M18-019

TO: All Committees

FROM: Dean R. Bostrom, Executive Director

Craig Talsma, Deputy Director/Director A&F

Mike Kies, Director of Recreation

Dustin Hugen, Director Parks & Facilities Services

Gary Buczkowski, Director Planning & Development

Brian Bechtold, Director Golf Operations

RE: Balanced Scorecard

DATE: February 16, 2018

Background

According to the definition from Wikipedia, “the Balanced Scorecard (BSC) is a strategy performance

management tool - a semi-standard structured report, supported by design methods and automation tools, that

can be used by managers to keep track of the execution of activities by the staff within their control and to

monitor the consequences arising from these actions”

The phrase 'Balanced scorecard' is commonly used in two broad forms:

1. As individual scorecards that contain measures to manage performance, those scorecards may be

operational or have a more strategic intent; and

2. As a Strategic Management System, as originally defined by Kaplan & Norton.

Key components in utilizing the Balanced Scorecard methodology

its focus on the strategic agenda of the organization concerned

the selection of a small number of data items to monitor

a mix of financial and non-financial data items.”

Implications

The District continues to refine our Balanced Scorecard and have made certain adjustments to

ensure that the measurement values that we utilize are relevant and functional. The goal is to

provide a snapshot view of these key components at a specific point in time and to have an

annual year to year comparison. This allows us to determine on a very broad spectrum the

direction in which the District is moving.

14

These key components are not being analyzed on a valuation to current budgets or forecasts as

much as to the same time period in previous years. Those types of evaluations are provided in

the monthly Recreation Committee participation reports and the financial statements in the A&F

Committee reports. The Balanced Scorecard comparison gives us a broad overview as to the

direction the District is moving with regard to our overall mission, values and goals. The

Balanced Scorecard has been updated to report quarterly numbers and compare these numbers to

previous quarters. This is then done for the year to date (YTD) totals as well.

Certain numbers that are included may have changed and if significant we have included a small

note under the measurement definition.

Recommendation

Staff recommends the Board approve the Balanced Scorecard for the 4th

Quarter 2017.

15

16

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S:\BALANCED SCORECARDSI2017\Balanced Scorecard LOG 2017 Portrait.xlsx 2 2/16/2018

MEMORANDUM NO. M18-018

TO: Buildings & Grounds Committee FROM: Dean R. Bostrom, Executive Director

Dustin Hugen, Director Parks & Facilities Services RE: Parks Board Report DATE: February 14, 2018

All tasks performed in January by Parks and Facilities staff were completed in house unless noted in the individual line items below.

1. Five Parks and Facilities staff members attended IAPD State Conference.

2. Two Staff members attended the Illinois Turfgrass Foundation Winter Education Seminars.

3. CAPRA accreditation for Parks & Facilities was ongoing during January and is almost completed.

4. Staff handled snow and/or ice removal at all facilities.

5. Water meter readings were completed on a weekly basis.

6. Two heat exchangers for our shop RTU’S and an inducer draft motor were replaced.

7. Both sets of pressure switches on rink 1 dehumidifiers at TC were replaced.

8. Replaced a high limit switch on rink 2 dehumidifier at TC.

9. An inducer draft motor and ignitor were replaced on RTU-12 at TC.

10. New gate valve was installed for the water fill in TC spa.

11. Constructed a new multipurpose score board for Bridges.

12. Replaced numerous areas of cove base at TC.

13. Chipper box for small dump truck bed was completed

14. Prices for ADA concerns were compiled for all facilities and a report is in the process of being

written.

15. Ash tree removals in the natural area at Black Bear are under way along with regular tree

maintenance.

16. Seascape deck chair repairs were started and will be completed when additional parts arrive.

17. A volunteer project with the Boy Scouts was completed on Jan. 12th. Boy Scouts and their

parents worked with four staff members at the maintenance building to build 12 Wood Duck

boxes which we will install in the spring. These will be installed in the small ponds in our natural

area parks at Essex Park, Walnut Pond & Black Bear.

18. Staff completed ice checks on a weekly basis, complemented by photos of the ice depth to

insure proper thickness and safety for ice use.

19. Four equipment trailers were cleaned and painted.

20. Our aquatic weed control program for all district’s ponds was reviewed with a representative

from SePro, giving us water depths, plant life issues and recommendations. Staff then reviewed

the recommendations and has developed our aquatic weed control program.

21. Vehicle 500 had the right rear wheel bearing, right front axle, thermostat housing, and belt and

right front stabilizer link replaced.

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22. Vehicle 499 had the rotted brake line, muffler, alternator, blower motor resistor with harness

and battery replaced.

23. Plow harness was replaced on truck 503.

24. Equipment 505 the computer was reprogrammed for manual regeneration.

25. Vehicle 506 had the front pads and rear brake shoes and repacked front wheel bearings

replaced.

26. Completed maintenance and repairs on all ballfield groomers, stripers and chipper.

27. Replaced batteries on vehicles 498,485 and 501.

28. Truck 504 had a right side tie rod and alignment completed.

29. Emission tests were completed on vehicles 499 and 501.

30. Trailer 836 had new tires installed.

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MEMORANDUM NO. M18-011

TO: Building & Grounds Committee

FROM: Dean R. Bostrom, Executive Director

Gary Buczkowski, Director of Planning & Development

RE: Board Report

DATE: February 6, 2018

1. PSSWC Wet Areas:

Staff is currently working with Opcon construction and their sub-contractors to

remove existing grout residual and grout haze from the surface of the tiles

installed as part of the renovation project. Unfortunately we used epoxy grout

which is not easily removed once it is cured. A number of stripers have been

tried unsuccessfully and it has been determined that the only way to remove the

grout is to physically scrape it off. Given the area affected, this process will take

some time to complete and it will be done during after hours at no cost to the

district. The park district is currently holding approximately $9,000 of its final

payment.

2. Playground Installations:

With the playground vendor bid opening February 6, the district can now

complete the installation plans and specifications that will be released by

February 16th. This will allow contractors approximately 3 weeks to bid on this

project with a bid opening date of March 13, 2018.

3. Asphalt Paving Repair Projects:

Staff has completed the bid packages for asphalt repair work that will include

PSSWC, Cannon Crossings and Freedom Run. These bids will be due on March

13, 2018 and presented to the March B&G Committee.

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